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May 11, 2022
RFIs are a common occurrence in the construction industry.
And while you’re far from a novice when it comes to writing them, you're wondering if there might be a way to streamline the RFI process to improve communication and speed up response times.
Read on to learn seven steps to writing a construction RFI that will help ensure a timely response and quickly get your project back on track.
CM Fusion is a cloud-based construction management system for contractors.
We believe in working smarter, not harder — and our goal is to make your construction company’s communication and project management faster, easier, and more efficient.
Gone are the days of pulling out your hair over misplaced documents and lost profits.
With CM fusions RFI management software, you can:
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An RFI in construction is a request for information.
RFIs are used when a contractor has a request for an architect regarding …
… information on the drawings.
RFIs are common in the construction industry and are generally used several times throughout a project.
If an RFI is not done correctly, it can become a source of:
An RFI is an integral component of the communication process on a construction project. It can be used for:
When it comes to why you may need to use an RFI in construction, examples include times when:
When you are considering how to write a construction RFI, you want to do it in a way that makes it easy to get a quick response in return.
For that reason, a construction RFI should:
The first step in writing a construction RFI is to make sure you have a clear grasp of the scope of the issue.
And the only way to do this is to take a close look at the documents BEFORE issuing an RFI.
You will need to do a thorough review of the contract’s:
If you don't find the answer you're looking for, then — and only then — the next step is writing a request for information.
If you're wondering how to write an RFI construction title, the most important thing to remember is to be descriptive.
Avoid writing generic titles that don’t clearly outline the problem being addressed.
You want your title to provide the information the recipient needs to respond to the question, and that you would need should you have to refer back to it somewhere down the road.
Let's take a look at two different titles as examples:
Title #1: Paint color
Title #2: Living room paint — confirmation of paint color
Title #1 could be used for any room throughout the project.
Title #2, on the other hand, provides the details, so there is no confusion as to what is being asked.
Chances are that you, and the party receiving the RFI, are working on multiple projects at the same time. Be sure you include the location of the property in question.
The due date is also a critical detail, and each RFI request will have its own specific timing requirement.
Take a minute to think through the date you actually need a response.
Is there some wiggle room? If so, factor it into the due date.
It's easy to mark every request as “urgent,” but if you are able to give extra time, it will be greatly appreciated.
You may be able to write up the perfect RFI — but if the RFI you are issuing to your structural engineer winds up on the desk of your architect, it can cause delays and a ton of frustration.
Not only do you need to be sure that your RFI is assigned to the correct person, but you also want to make sure it is forwarded to every individual who will be affected by its impact.
For example, if the RFI is structural in nature, it will impact the painting timeline, so make sure your painters are informed.
Asking questions is the whole basis for RFI requests, so it’s critical that they are written just-so.
Here are a few helpful tips for how to write an RFI construction question:
By making sure to include the above details on your RFIs, you'll be well on your way to a speedy turnaround time.
Often, when you submit an RFI, you may have a solution or two in mind.
If so, be sure to include them!
Not only will including your ideas clue the recipient into your line of thinking, but it can also give them ideas if they're not sure how to solve the issue.
The more information you can provide, the easier it will be for the person receiving the RFI to understand exactly what the issue is.
Including these documents and details, when relevant, will make answering your question easier and will keep the RFI process moving smoothly.
You've written your RFI and delivered it to the architect via:
What happens next?
Once the architect has the RFI in hand, they should:
Once they respond, you'll decide whether you're satisfied with their answer or you would like further clarification.
If you feel it's necessary, you can escalate the issue and request a meeting with the architect.
If the project in question is part of a large job, the project manager may review the RFI and mediate the process. In this type of situation, due to the large number of people that may be involved, responses are typically handled through email.
A response to an RFI may require a change order, which is a written request to change the scope of the project — and can have an impact on the project’s schedule and budget.
What are the benefits of using a cloud-based program for managing your construction RFIs?
If you're looking for an easy, effective way to manage your RFIs, you’ve just found it.
CM Fusion’s RFI software lets you streamline every aspect of the process, from submittal to closure.
We make it simple to:
Sign-up is quick, and you can start managing your projects in a matter of minutes.
And did we mention that you can give it a try, risk-free, for 30 days — seriously, what have you got to lose?
Try us out completely free for 30 days - no credit card required.
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